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University of Wyoming

Outlook
Using the Rules Wizard to Assign Message Categories

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The Rules Wizard can be used to automatically assign categories to messages when they are received.  This eliminates the need to assign them manually.  Here's how to set up a rule to assign a category for a message received from an initiative team member.  These instructions take approximately five to ten minutes to complete depending on the number of initiative team members.

  1. Highlight the Inbox.
  2. Click Tools > Rules Wizard.  The Rules Wizard dialog box displays.
  3. Click the New button.
  4. Click the Start from a blank rule radio button.
  5. Highlight Check messages when they arrive.
  6. Click Next.
  7. Click the from people or distribution list box.
  8. In the Rule description section, click the people or distribution link.  The Rule Address dialog box displays.
  9. Click the Show Names from the down arrow.
  10. Highlight the CES address book.
  11. Highlight the name of the first person on the initiative team.
  12. Click the From button to copy the name to the Specify the address of the sender section.
  13. Repeat the process for each initiative team member.
  14. Click OK.
  15. Click Next.
  16. Click the check box for assign it to the category.
  17. In the Rule description section, click the category link.
  18. Click the check boxes for the categories.  Remember that more than one category can be assigned.
  19. Click OK.
  20. Click Next.  Click Next again.
  21. Type Initiative Team in the Please specify a name for this rule field.
  22. Categories can be assigned to messages already in the Inbox.  Click the check box for Run this rule now on messages already in Inbox to select this option.
  23. Click Finish.
  24. Click OK for the client-only rule message.  This means the rule works only when Outlook is open.
  25. Click OK again.

Ed.  03/2004

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Updated 09/15/2006